UNI Facilities Services
Guide to Services
FACILITIES SERVICES
Guide to Services
2007
Spring 2007
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UNI Facilities Services
Guide to Services
Table of Contents:
2 – General Service information
4 – Area Maintenance program
5 – Carpentry services
6 – Painting services
7 – Electrical services
8 – Plumbing services
9 – HVAC-R services
10 – Key Services
Spring 2007
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UNI Facilities Services
Guide to Services
General Service Information
One of the basic responsibilities of Facilities Services is the maintenance, operation and
protection of campus facilities and infrastructure. Facilities Services must be aware of
the condition of the physical facilities, and because of safety and legal considerations,
must approve all alterations or additions to any structure or ground area – from hanging
a bulletin board to renovating a building. All changes to the physical structure of any
building must be made by Facilities Services, under its supervision, or with its approval.
All utility system connections (water, sewer, electrical, gas, or steam), either in or out of
buildings must be made by Facilities Services personnel or licensed professionals under
the supervision of Facilities Services. All work plans and completed
alteration/construction work must be reviewed and approved for compliance with codes
and established policies by Facilities Services.
Maintenance Services
Maintenance work is necessary to keep all state-owned facilities in good repair and
operating condition. This work includes maintaining, operating, and repairing utility and
building systems (electrical, heating, ventilation, air conditioning, and plumbing). It also
includes maintaining and repairing basic components of campus buildings and grounds
(foundations, walls, roofs, stairs, ceilings, windows). Maintenance does NOT include
new work or alterations.
Maintenance services are rendered without charge to schools and departments.
Examples of maintenance services are:
• Maintenance of all structures, utilities, distribution and building systems, catch
basins, fire hydrants, street lights, elevators and other building components.
• Maintenance of basic room features such as walls, floors, ceiling surfaces,
lighting, windows, doors and door hardware, and other basic items as may have
been installed in the room as a basic feature (i.e. coat racks).
• Maintenance and replacement of locks.
• Maintenance and repair of roads and sidewalks.
• Landscape.
Maintenance Services take priority over Non-Maintenance Services.
Emergencies
Good judgment on the part of individuals is an important determining factor of what is an
actual emergency. Any disaster, unusual occurrence, utility malfunction, or equipment
failure that presents imminent danger to life, limb or property is an emergency and
should be reported immediately to Facilities Services dispatch.
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UNI Facilities Services
Guide to Services
NON-Maintenance Services
Non-Maintenance Services are those performed by Facilities Services on special
request, and funded by the requesting department. Facilities Services will either perform
Non-Maintenance Services or serve as an agent in obtaining the requested services
from private contractors.
Examples of NON-maintenance services are:
• Installation and repairs to departmental equipment. This includes any
equipment not needed to support the occupancy of a building. This includes
laboratory equipment, growth chambers, etc. These are a departmental
responsibility.
• Accessory room features including projectors, projection screens, teacher
stations, furnishings, and such other accessory items as may have been
installed in the room that are not required for building occupancy or fire and
life/safety purposes. The maintenance, repair, and replacement of all
accessory items are the responsibility of the department assigned to the space.
This includes classroom spaces.
• Fabrication, installation, and repair of teaching aids.
• Furnishings, without exception, are a departmental responsibility.
• Painting offices and other non-public areas over and above current levels.
• Locks and keys for non-permanent or special objects such as file cabinets,
cupboards, changes in equipment function.
• Remodeling of assigned areas as requested by departments.
• Set-up and clean-up services for special events, meetings, workshops,
seminars, etc.
• All services provided to University auxiliary and other campus-related non-state
funded organizations.
• Hang bulletin boards and pictures.
• Moving offices.
• The change of such features for reasons other than normal wear (i.e. painting to
change color) is the responsibility of the department assigned to the space.
Charges for NON-maintenance services are actual costs for the work accomplished
which includes labor and materials.
Work for Auxiliary or Other Campus-Related Non-State Funded groups is not budgeted
for Facilities Services.
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UNI Facilities Services
Guide to Services
Area Maintenance Program
Area Maintenance Program
The university utilizes an area maintenance program to address emergencies,
preventive maintenance and other minor maintenance issues within buildings.
Preventive Maintenance
Preventive Maintenance is a program in which wear, tear and change are
anticipated and continuous corrective actions are taken to ensure peak efficiency
and minimize deterioration. It involves a planned and controlled program of
systematic inspection, adjustment, lubrication, replacement of components, as
well as performance testing and analysis of operation equipment.
Programmed Maintenance
While similar to Preventive Maintenance, Programmed Maintenance addresses
other facility features; such as, interior and exterior architectural finishes, roofs,
walk and roadways, parking facilities, landscaping/grounds and custodial
operations.
Priorities for Area Mechanics Responsibilities
1. Emergencies – respond to and take necessary action to alleviate
condition.
2. Walk through equipment rooms daily using audio and visual
inspection. Complete written log.
3. Repair or initiate repair of items discovered during walk through.
4. Coverage for personnel absences.
5. PM tickets – perform preventive maintenance tasks.
6. Routine work order tickets – perform routine maintenance tasks.
7. Customer service – check with contact person weekly, etc., assist FS
units.
8. Departmental requests and projects – assist with prescheduled/funded activities.
9. Other duties assigned by supervisor.
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UNI Facilities Services
Guide to Services
Carpentry Service
Carpentry service involves repair to existing building architectural components.
Examples of non-billable service include:
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Repair of existing doors, doorstops and hinges
Repair of carpeting
Repair of horizontal and vertical blinds
Repair to moldings, baseboards and weather stripping
Replacement of handrails
Repair of damaged walls and ceilings
Replacing damaged windows
Billable services are those where new work or work on non-facility items are
accomplished. Examples include:
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Installation or relocation of wall-mounted shelves, new chalkboards and dry
erase boards
Assembly or construction of furniture
Placement or pictures, plants and minor wall items
Construction of bulletin boards
Repair of furniture
Relocation of wall shelves
All renovation work
Please contact x4400 for services.
Spring 2007
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UNI Facilities Services
Guide to Services
Painting Services
Painting
It is the responsibility of Facilities Services to paint University facilities. A priority list of
areas in need of painting is maintained and work scheduled, as staffing and resources
permit. Requests for repainting areas, outside the normal schedule, or changing room
colors may be made through a Service Request and will be charged to the requesting
department. FS interior design staff will work with users to select paint colors from a
standard palette of colors.
Departments or users may not do their own painting. This is to assure compliance
with and enforcement of hazardous materials handling and disposal regulations and to
maintain appropriate University conditions, appearance and quality of workmanship.
Examples of non-billable service include:
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Removal of graffiti
Painting public areas such as corridors, classrooms, and restrooms
Painting handrails and light poles
Billable services are those where new work or work on non-facility items are
accomplished. Examples include:
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Painting departmental equipment
Painting furniture
Painting offices
All renovation work
Contact x4400 for services.
Spring 2007
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UNI Facilities Services
Guide to Services
Electrical Service
The university owns and operates a complex electrical infrastructure to serve campus.
Power is generated on campus and purchased and distributed throughout campus via
an underground high-voltage system. The university’s electricians maintain the highvoltage distribution, as well as the building electrical systems.
Examples of non-billable service include:
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Circuit breaker replacement
Outlet repair
Street light repair
Exterior building light repair
Light fixture repairs, including ballast replacement
Billable services are those where new work or work on non-facility items are
accomplished. Examples include:
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Installation of additional outlets or relocating existing outlets
Installation of dedicated circuits or special voltage
Installation or repair of department-owned equipment
Installation of additional light fixtures
Connecting department-owned furniture and equipment
All renovation work
Standby for special events
Please contact x4400 for services.
Spring 2007
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UNI Facilities Services
Guide to Services
Plumbing Service
Plumbing services are provided to maintain the interior and exterior plumbing for
campus.
Examples of non-billable service include:
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Repair and maintenance of all plumbing (pipes and fixtures) integral to the
building operating system
o Leaky faucets, drains, and pipes
o Clogged drains in sinks, toilets, urinals and floor drains
Repair of drinking fountains
Repair of tanks, valves, traps, heat exchangers, etc.
Billable services are those where new work or work on non-facility items are
accomplished. Examples include:
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Installation or removal of plumbing fixtures
Repair of plumbing problems related to departmental equipment
Installation or repair of department-owned equipment
All renovation work
Please contact x4400 for services.
Spring 2007
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UNI Facilities Services
Guide to Services
HVAC-R Service
Heating, Ventilation, Air Conditioning and Refrigeration technicians play a vital role in
maintaining comfort on campus. They provide services from repair of ice machines to
complete overhaul of a building’s heating and cooling system.
Examples of non-billable service include:
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Repair of air conditioning units
Repair of heating and cooling units
Repair of non-departmental refrigeration equipment
Temperature adjustments
Air compressor repairs
Maintaining air handling equipment
Billable services are those where new work or work on non-facility items are
accomplished. Examples include:
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Installation or removal of plumbing fixtures
Repair of plumbing problems related to departmental equipment
Installation or repair of department-owned equipment, including growth
chambers, refrigerators, ice machines, etc.
All renovation work
Please contact x4400 for services.
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UNI Facilities Services
Guide to Services
Key Services
Keys are distributed on campus according to the terms listed below. The term key or
keys refers to mechanical keys and electronic keys. All keys remain the property of the
university. Reproduction of a university key is forbidden.
Key Requests
Key request for individual faculty, staff, and students are requested on a Key Request
Form which is forwarded to mail code 0189. Requests must be signed by the Building
Coordinator and the department head or director.
Request for special orders, including replacement keys to individuals, require the
signature of the dean, director or vice president. Certain special orders will require the
consideration of Physical Plant Director and the signature of the Vice President for
Administration and Finance before being accepted.
There is no key deposit. All key requests must be forwarded to the Physical Plant
Facilities Access Office (0189) 48 hours prior to the desired issue date.
Departments that have special access or key control requirements may need to
establish internal procedures to meet those requirements (e.g. Public Safety, Physical
Plant, Health Center Pharmacy, ITS, etc.). The Physical Plant has the authority to review
any special needs before proceeding, or to refuse the issue of a key if guidelines are not
met.
Key exchanges and reproduction of keys are not permitted.
Only those with UNI ID numbers will be issued keys. Multiple keys will not be
issued to individuals or departments.
Cabinet Key Requests
Cabinet key requests are placed on an Interdepartmental Requisition and sent to mail
code 0189. Requests must be signed by the department head or director.
Complete the Interdepartmental Requisition and include the department name, deliver
to address and name of the person making the request. Enter the quantity of keys and a
description of the key or cabinet along with the account number that should be charged
for the key material and labor.
Cabinet keys are not assigned to individual employees. They are assigned to the
department.
Key Pickup
The key requestor will be contacted when the key is ready. Keys may be picked up at
the northeast entrance to the Physical Plant. The issuant will be required to sign a Key
Agreement stating they will be responsible for their key(s).
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UNI Facilities Services
Guide to Services
Lock Change Requests
Lock change requests are placed on an Interdepartmental Requisition with the
Building Coordinator and the department head's signature, the account number to be
charged and sent to mail code 0189. Requests for lock changes are reviewed and
discussed with the requesting party, Building Coordinator and department head before
the change is made. To save time, key request forms for the individuals affected
should be sent with the Interdepartmental Requisition.
A thorough review of the area affected by the lock change is completed before the
change is made to avoid compromising anyone who may need access to the area. In
certain cases of security, a special series lock can be installed. These requests are
limited and must have the approval of the Vice President of Administration and Finance
before proceeding.
All lock change requests are subject to refusal when the change impacts access
by maintenance personnel or campus police.
Returning Keys
Individuals leaving the university, or transferring to another department, must return keys
to the Physical Plant. The individual will receive a receipt indicating the keys that have
been returned and the Physical Plant Facilities Access office will notify the department
when keys are issued or returned. The Public Safety Department will be notified if
individuals who are leaving have not returned their keys. When keys are not returned, a
charge will be billed to the department listed on the Key Request form. If a student does
not return keys, transcripts or registration will be held until the keys are returned.
Lost Keys
The Public Safety Department, Physical Plant Facilities Access Office, Building
Coordinator and the appropriate department head should be notified immediately when
an employee has lost his/her keys. A charge will be assessed for EACH lost key prior to
the issuance of a new key. The replacement process is the same as outlined in "How to
Request Keys", but requires the signature of the dean, director, or vice president.
Replacement charges will be assessed for each lost key and must be paid before a
replacement key will be issued. Additional charges could be imposed if re-keying or
reprogramming is required. The Building Coordinator and the department head will be
responsible for assisting with return/collection or payment of the fine.
Non-Responsive Electronic Keys
Non-responsive electronic keys will be replaced at no charge. Notify the Physical Plant
Facilities Access Office to arrange for an electronic key exchange.
Examples of non-billable service include:
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Repairing broken locks
Replacing non-responsive electronic keys
Repairing electronic access equipment
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UNI Facilities Services
Guide to Services
Examples of billable services include:
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Changing locks
Cabinet key requests
Replacing lost keys
Electrical access to department space
Changes to existing access functions
All renovation work
Please contact x4400 for services.
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